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File #: 13-0650    Version:
Type: Agenda Item Status: Approved
File created: 5/29/2013 In control: Board of Supervisors
On agenda: 7/15/2014 Final action: 7/15/2014
Title: Community Development Agency, Transportation Division, recommending the Board consider the following: 1) Make findings in accordance with Chapter 3.13, Section 3.13.030 of the County Ordinance that it is more economical and feasible to engage an independent contractor for on-call construction support services for the Transportation Division's construction program; and 2) Approve and authorize the Chair to sign the First Amendment to Agreement for Services No. 597-S1311 with CALTROP Corporation to increase the not to exceed amount of the contract by $500,000, for a total not to exceed contract amount of $1,250,000, to provide construction administration and inspection services for the Transportation Division’s construction program. FUNDING: For various Capital Improvement Program (CIP) and Environmental Improvement Program (EIP) projects, funding will be provided by sources that fund those CIP and EIP projects. Work performed on subdivision projects will be funded by developers via t...
Attachments: 1. 3A - Approved CRS 7-15-14, 2. 3B - Amend 7-15-14, 3. Executed Agreement 7-15-14 item 16.pdf, 4. A - Approved CRS 6-25-13, 5. B - AGMT 6-25-13, 6. Fully executed agreement CALTROP
Title
Community Development Agency, Transportation Division, recommending the Board consider the following:
1) Make findings in accordance with Chapter 3.13, Section 3.13.030 of the County Ordinance that it is more economical and feasible to engage an independent contractor for on-call construction support services for the Transportation Division's construction program; and
2) Approve and authorize the Chair to sign the First Amendment to Agreement for Services No. 597-S1311 with CALTROP Corporation to increase the not to exceed amount of the contract by $500,000, for a total not to exceed contract amount of $1,250,000, to provide construction administration and inspection services for the Transportation Division's construction program.
 
FUNDING:  For various Capital Improvement Program (CIP) and Environmental Improvement Program (EIP) projects, funding will be provided by sources that fund those CIP and EIP projects.  Work performed on subdivision projects will be funded by developers via time and material billings.
Body
BUDGET SUMMARY:
 
Total Estimated Cost……………
$1,250,000
 
 
Budgeted*…………………………
$650,000
New Funding…………………….
 
Savings…………………………
 
Other**……………………………
$600,000
Total Funding Available…………
$1,250,000
 
 
Change To Net County Cost……
$0
*Budgeted in  Fiscal Year (FY) 2013/2014 budget.
**Will be included in subsequent FY budgets.
 
Fiscal Impact/Change to Net County Cost
There is no change to net County cost.  Funding for various Capital Improvement Program (CIP) and Environmental Improvement Program (EIP) projects will be provided by sources that fund those CIP and EIP projects.  For work performed on subdivision projects, Developer funds will be used via time and material billings.
 
Background
On June 25, 2013, the Board authorized the Chair to sign Agreement for Services No. 597-S1311 (Agreement) with CALTROP Corporation (Caltrop) to augment Transportation Division (Transportation) construction support resources for various CIP, EIP, and subdivision construction projects.  The Agreement was written with a not-to-exceed compensation amount of $750,000.  Since execution of the Agreement, Caltrop has been providing construction support services on several Transportation CIP projects, including Green Valley Road/Deer Valley Road, Green Valley Road/Silver Springs Parkway, and State Route 49/Patterson Drive.  In addition, Caltrop has performed significant work inspecting subdivisions and encroachment permit work by utility companies.  
 
Reason for Recommendation
This Amendment is necessary to allow for Caltrop to perform additional construction administration and inspection work for the construction phases of CIP, subdivision, and permit projects.  During the 2013 construction season, there was more subdivision and permit work than expected, and Transportation utilized the Caltrop Agreement to augment County staff and provide inspection services for the following projects:
·      Sienna Ridge Way at Bass Lake Road
·      PG&E 8" Gas Line on El Dorado Hills Boulevard
·      Serrano Village K5, Phase 2
·      Serrano Village K1
·      Serrano Village K2
·      Promontory Lot H Unit 1
·      Promontory Lot H Unit 2
 
In addition to this unexpectedly heavy subdivision workload, much more work was performed much earlier than anticipated on the Silver Springs project.  The mild 2013-2014 winter allowed for construction to continue through the winter months, and this caused Transportation to utilize Caltrop to a greater extent earlier than was planned.  Caltrop has also been providing resident engineer and inspection services on the Pleasant Valley Road (SR 49)/Patterson Drive Intersection Signalization Project.  
 
Transportation recommends the Board make findings in accordance with Ordinance Code 3.13.030 that it is more economical and feasible to engage an independent contractor for on-call construction support services.  Specifically, over the life of the agreement, Transportation's construction management staffing plan calls for increasing the number of engineers and inspectors assigned to various projects up to a maximum of 5 or 6 personnel during the summer months and then decreasing down to 0 or 1 personnel during the winter months.  When staffing needs change to this extent over just a few months, it is far more economical and feasible to staff with consultants than it is to go through the process of hiring and releasing County staff, even if the County staff is extra help.  In addition, time frames and schedules associated with construction start dates and completion dates are very fluid.  Executing the proposed amendment would enhance Transportation's ability to meet these time frames and schedules by providing the flexibility to staff up quickly when the workload requires it, and then staff down just as quickly over the winter or during lulls between projects.  Finally, these positions all involve work that is temporary or occasional.
 
Existing staff in the Transportation Division will be fully tasked working on several other projects currently under construction or slated to start construction in 2014 and 2015 including, but not limited to, the following:
 
·      U.S. 50/Silva Valley Parkway Interchange, Phase 1
·      U.S. 50/Missouri Flat Road Interchange Improvements - Phase 1C
·      Cameron Park Drive Bicycle Path (AQMD)
·      DOT Equipment and Vehicle Wash Rack Facility
·      Hollow Oak Drainage Improvements
·      Northside School Bike Path (SR 49)
·      Northside School Bike Path (SR 193)
·      Green Valley Road at Weber Creek Bridge Replacement
·      Cold Springs Road Realignment
·      Salmon Falls Road Realignment
·      Green Valley Road Traffic Signal Interconnect
·      Sly Park Road at Clear Creek Bridge Replacement
·      Pleasant Valley Road at Oak Hill Road Intersection Improvements
·      U.S. 50/Missouri Flat Road Interchange Improvements - Phase 1B2
·      Serrano Village K5, Phase 2
·      Serrano Village K1
·      Serrano Village K2
·      Promontory Lot H Unit 1
·      Promontory Lot H Unit 2
·      Promontory Lot 8
·      West Valley Unit 6A
·      West Valley Unit 6B
·      Carson Creek Crossing
·      Various permit projects
·      Additional subdivision projects expected to come on line in 2014
 
In addition to Transportation staff working on these projects, it is likely that Transportation will need to utilize Caltrop to augment Transportation staff assigned to the construction phases of some of these projects, especially during the summer construction season.  
 
The Transportation Division is currently in the process of hiring two new limited term Assistants in Civil Engineering.  Once these positions are filled and training complete the extent to which this proposed Agreement is utilized will likely be decreased.
 
The El Dorado County Employees Association, Local #1, has been informed of this proposed Agreement.
 
Action(s) to be taken following Board approval
1. The Clerk will obtain the Chair's signature on Agreement No. 597-S1311.
2. The Clerk will forward one fully executed original Agreement to the Transportation Division for further processing.
 
Contact
Bard R. Lower, Transportation Division Director
Community Development Agency
 
Concurrences
County Counsel and Risk Management